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ADC 292 

Attachment 

ATTACHMENT TO ADC 292 

Administrative Update to DLMS, Volume 2, Chapter 14 and DLMS Supplement 846F, 

Ammunition Freeze/Unfreeze (Supply/MILSTRAP) 

1. ORIGINATOR:

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO) 

b. Originator: Ms. Mary Jane Johnson, MILSTRAP Administrator, 

e-mail: Mary.Jane.Johnson@dla.mil; (703) 767-0677; and, DSN 427-0677. 

2. FUNCTIONAL AREA: Supply/MILSTRAP 

3. REQUESTED CHANGE:

a. Title: Administrative Update to DLMS, Volume 2, Chapter 14 and DLMS Supplement 

846F, Ammunition Freeze/Unfreeze (Supply/MILSTRAP) 

b. Description of Change: Administrative updates to DLMS Volume 2, chapter 14, Issue, 

Loan, Demand, and Freeze/Unfreeze Transactions, to address the DLMS Accredited Standards 

Committee (ASC) X12 transactions beginning segment report type codes and their correlation to 

MILSTRAP Document Identifier (DI) Code functionality. This is part of an ongoing initiative by 

the MILSTRAP Administrator to update the DLMS manual to document how the DLMS 

transactions correlate to the corresponding MILSTRAP DI Code functionality. This information is 

useful in a mixed DLSS/DLMS environment. This change also updates the name of DS 846F to 

more closely align with the corresponding MILSTRAP function/terminology. 

c. Procedures: 

(1) Administrative update to DOD 4000.25-M, DLMS, Volume 2, Chapter 14 as shown 

in the Enclosure. 

(2) Administrative update DLMS, Volume 2 Table of contents to reflect name change 

for chapter 14 (change identified by red/bold/italics) to: “Issue, Loan, Demand, and SMCA

Freeze/Unfreeze Actions Transactions”. 

(3) Update DLMS Supplement 846F as follows: 

Item # Location Revision to DS 846F Reason Federal IC 

Impact 

1. DLMS 

Introductory 

Note 

Added ADC to DLMS Introductory note 6: 

- ADC 292, Administrative Update to 

DLMS, Volume 2, Chapter 14 and DLMS 

Supplement 846F, Ammunition Freeze/ 

Unfreeze Action (Supply/ MILSTRAP) 

To identify DLMS 

changes included in the 

DS 

No update 

needed 
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ADC 292 

Attachment 

Item # Location Revision to DS 846F Reason Federal IC 

Impact 

2. Throughout 

DS 

Rename DS 846F from “Ammunition 

Freeze, Unfreeze” to “SMCA 

Freeze/Unfreeze Action” 

Administrative update

for consistency between 

DLMS/ MILSTRAP 

terminology. 

Update 

required 

3. 1/BIA02/020 Revise DLMS note for Report Type Code 

ZB: 

ZB Conventional Ammunition 

Suspension Report 

DLMS Note: Use to identify a Single 

Manager for Conventional Ammunition 

(SMCA) freeze/unfreeze action 

transaction. (MILSTRAP DI Code 

DA1/DA2 functionality)

Administrative update

for consistency between 

DLMS/MILSTRAP 

functionality and 

terminology. 

Also identifies the 

corresponding 

MILSTRAP DI Code 

consistent with other 

MILSTRAP related DS 

beginning segment 

information.

No update 

needed 

4. REASON FOR CHANGE: Administrative updates to DLMS, Volume 2, chapter 14 

procedures to provide information useful in a mixed DLSS-DLMS environment. Change provides 

ASC X12 beginning segment information for DS 867D (Demand), 867I (Issue) and 846F (SMCA 

Freeze/Unfreeze Action) showing how the ASC X12 beginning segment data corresponds to the 

MILSTRAP DI Code functionality. Also updates DS 846F to more closely align DLMS and 

MILSTRAP terminology. 

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Provides information showing how the DS 867D (demand), DS 867I 

(Issue), and DS 846F (SMCA Freeze/Unfreeze Action) information correlates to the MILSTRAP DI 

Code functionality. 

b. Disadvantages: None known. 

6. IMPACT: Modify DOD 4000.25-M, Volume 2, Chapter 14, and DS 846F as shown in ADC. 

Enclosure
C14-1 

ADC 292 Enclosure 

ENCLOSURE to ADC 292 

C14. CHAPTER 14

ISSUE, LOAN, DEMAND, AND SMCA FREEZE/ 

UNFREEZE ACTION 

C14.1. GENERAL

 C14.1.1. Purpose. This chapter provides a standard procedure for processing Issue, 

Demand, and Single Manager for Conventional Ammunition (SMCA) Freeze/Unfreeze Action. 

This chapter also addresses the materiel loan process.

 C14.1.2. Transactions. This chapter addresses the procedures applicable to the following 

ASC X12 transaction functions identified by their beginning segment report type code. Other 

DLMS formats, such as XML, are also available. See the DLMSO website for available DLMS 

formats: http://www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp. The corresponding 

MILSTRAP transaction functionality is identified for information purposes in a mixed DLSS/ 

DLMS environment. 

 C14.1.2.1. ISSUE TRANSACTION. Issue transaction is DS to the Federal IC 867I Issue, 

identified by beginning segment (1/BPT04/20) Report Type Code 01– Product Transfer. This 

transaction provides MILSTRAP Document Identifier (DI) Code D7_ functionality. The Issue 

Transaction function is further broken down by the 2/PTD01/10 Product Transfer Type Code which 

provides the functionality of the third position of the MILSTRAP DI Code. The specific product 

transfer type code correlation to the MILSTRAP DI Codes is as follows: 

MILSTRAP DI 

Code 

MILSTRAP Title DS 867I PTD01 Product 

Transfer Type Code 

D7A Issue (Own Service/Agency) SS 

D7B Issue (DOD Activities) BD 

D7C Issue (Non-DOD Activities) BC 

D7D Issue (Grant Aid) BE 

D7E Issue (Foreign Military Sales) BF 

D7G Issue (Destructive Test/Evaluation) BG 

D7H Issue (Furnished Materiel for 

Consumption) 

BH 

D7J Issue (Reutilization and Marketing) BI 

D7K Issue (Relocation) BJ 
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ADC 292 Enclosure 

MILSTRAP DI 

Code 

MILSTRAP Title DS 867I PTD01 Product 

Transfer Type Code 

D7L Issue (Assembly/Disassembly/ 

Reclamation/Conversion/Modification) 

BK 

D7M Issue (Repair or nondestructive 

Test/Evaluation) 

BL 

D7N Issue (Loan) BM 

D7P Issue (Returned Purchases) BN 

D7Q Issue (Designated Items) BO 

D7R Issue (Exchange Items) BR 

D7Z Issue (Other) BQ 

 C14.1.2.2. DEMAND TRANSACTION. Demand Transaction is DS to the Federal IC 

867D Demand Reporting identified by beginning segment (1/BPT04/20) Report Type Code TO – 

Demand Report. This transaction provides MILSTRAP DI Code DHA functionality. 

 C14.1.2.3. SMCA FREEZE/UNFREEZE ACTION TRANSACTION. SMCA 

Freeze/Unfreeze Action Transaction is DS to the Federal IC 846F SMCA Freeze/Unfreeze Action, 

identified by beginning segment (1/BIA02/20) Report Type Code ZB – Conventional Ammunition 

Suspension Report. This transaction provides MILSTRAP DI Code DA1/DA2 functionality. 

C14.2. ISSUE. 

 C14.2.1. This chapter provides a standard procedure for processing Issue, information from 

distribution depots to owner/IMM for the purpose of: 

 C14.2.1.1. Updating the owner/IMM record. 

 C14.2.1.2. Recording the appropriate financial transaction. 

 C14.2.1.3. Providing a basis for billing the customer. 

C14.2.2. Processing points receiving requisitions, passing actions, follow-ups and 

cancellations, irrespective of format or method of transmission, will process such transactions in 

accordance with their respective internal procedures. 

C14.2.3. Internal processing methods may vary due to automated capability and related 

procedures; however, the formats for output from processing point to requisitioner and between 

processing points will use the formats prescribed in this manual. 

 C14.2.4. Issue transactions are used to convey issue data to the ICP or IMM. using DS 867I, 

Issue. Issue transactions resulting from a backorder release are identified by issue transaction 

related Management Code M. 
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ADC 292 Enclosure 

 C14.2.5. Material from an Army Medical Material Agreement (AMMA) site may be issued 

using local catalog identification numbers. 

C14.3. MAINTAINING ACCOUNTABILITY DURING MAINTENANCE ACTIONS

 C14.3.1. Applicability. When responsibility for maintaining the property accountability 

record for DoD-owned property has been assigned to an activity other than the owner, the 

responsible activity shall execute the owner's actions set forth in this section. 

 C14.3.1.1. These procedures apply to issues from inventory for assembly, disassembly, 

reclamation, conversion, modification, repair, and destructive or nondestructive test/evaluation 

consigned by DoD, other Government (non-DoD) Agencies, and commercial activities. Transfers to 

SCC M are covered under Chapter 7. 

 C14.3.1.2. These procedures exclude repair and return of material owned below the 

wholesale distribution system. However, storage activities shall maintain visibility and the property 

accountability record for these assets pending issue to maintenance and upon their return from 

maintenance. 

 C14.3.2. Requirements

 C14.3.2.1. Collocated Storage Activity. When the maintenance activity is collocated 

with a DoD storage activity, owners shall direct material into maintenance only from the collocated 

storage activity. When necessary, owners shall relocate material from remote storage activities to 

the storage activity collocated with the maintenance activity using DS to Federal IC 940R, Material 

Release. The action shall be posted to the property accountability record using either DS to Federal 

IC 867I Issue Transaction (Issue (Relocation)) or DS to Federal IC 945A, Material Release Advice, 

showing relocation between storage activities without change in ownership. The due-in and ARI for 

controlling such relocations, which are processed under Chapter 13, may include Management Code 

V to identify material for immediate issue to transfer to maintenance. The DoD Components may 

apply processing techniques triggered by Management Code V to preclude physical storage of the 

material pending its release to the maintenance activity. 

 C14.3.2.2. Organic Maintenance.. When material is scheduled for organic maintenance 

by DMISA or other inter-DoD Component agreement, the agreement shall specify property 

accountability and material control requirements. The agreement shall also indicate whether the 

owner (Principal) will direct the issue of material to the maintenance activity under this section or 

the storage activity will transfer the material to the maintenance activity based on the repair schedule 

and report the transfer to SCC M under Chapter 7. 

 C14.3.2.3. DoD Component Actions. Each DoD Component shall ensure that: 

 C14.3.2.3.1. Owned inventory in the hands of the Department of Defense, other 

Government (non-DoD), and commercial activities, is properly accounted for under the provisions of 

Chapters 6, Chapter 7, Chapter 12, and Chapter 13 and, for commercial maintenance, the provisions 

of the Federal Acquisition Regulation. This includes returns from field activities for repair and 

reissue as wholesale inventory. The DoD Components shall prescribe use of any required internal 
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ADC 292 Enclosure 

codes to meet this requirement. (Responsibility of the owner (Principal for maintenance by 

DMISA)). 

 C14.3.2.3.2. Total item property records for material in the hands of maintenance 

activities are maintained and adjusted based on the quantity of material actually returned and shall 

support the DoD 7000.14-R accounting and reconciliation requirements. (Responsibility of the 

owner (Principal for maintenance by DMISA)). 

 C14.3.2.3.3. Contracts for commercial maintenance require the commercial activity 

to report or acknowledge receipt and report shipment or condemnation of material to the contracting 

officer (Responsibility of the agent for maintenance by DMISA). 

 C14.3.2.3.4. Any needed interface between the procurement and supply 

operations/functions exists to ensure that reported data is sent to the owner. (Responsibility of the 

agent for maintenance by DMISA). Arrangements may be made for commercial activities to report 

directly to the contracting officer and/or the owner using DLMS transactions. 

 C14.3.2.3.5. Reported data affecting inventory balances is recorded in the total 

item property record. (Responsibility of the owner (Principal for maintenance by DMISA)). 

 C14.3.2.4. Owners (Principals for maintenance by DMISA) shall issue material from 

storage for maintenance action using the process in subparagraph C14.3.2.1., above. Issues should 

be posted to the property accountability record using either the DS 867I series of Issue Transactions, 

or an image of DS 945A. Include any internal coding needed for proper financial accounting in the 

transaction. 

C14.4. ISSUE TO DRMO OF SUPPLY CONDITION CODE (SCC) Q MATERIAL. When an 

inspection or technical/engineering analysis reveals a product quality deficiency which prohibits 

further DoD use of the material, the ICP will direct the transfer of the material to the DRMO in SCC 

Q. Disposal release orders and related issue transactions for this material must cite either 

Management Code O (alpha) to identify deficient material which does not require mutilation or 

Management Code S to identify deficient material which requires mutilation. DRMS will perform 

mutilation in accordance with existing guidance for the NSN/type of material. The ICP should 

identify to DRMS any unique instructions for disposal requiring specific methods or information 

regarding hazardous constituents contained in the item. 

C14.5. BACKORDER TRANSACTIONS. Backorder transactions are not considered essential to 

supply operations under DLMS (consensus reached by the DLMS Supply Process Review 

Committee (PRC). 

C14.6. DEMAND TRANSACTIONS. Demand transactions, DS 867D, Demand Reporting, may 

be used between supported activities and ICPs to report the establishment or cancellation of supply 

system demands, or may be used by ICPs as a technique for recording and accumulating demands 

for NSN items resulting from processing DLMS requisitions, passing orders, or other forms of 

supply system demands. 
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ADC 292 Enclosure 

C14.7. LOAN TRANSACTIONS

 C14.7.1. When authority is given to loan Government-owned material, supporting 

documentation pertaining to the terms and conditions of the loan will be maintained in a manual 

jacket file. As a minimum, the file should contain appropriate records to provide information on the 

purpose of the loan/authorization, location(s) of the material, condition of material at time of loan, 

loan duration, quantity, and value of material loaned. 

 C14.7.2. If accountability is dropped, Issue Transaction (loan) DS 867I shall be used to loan 

material from depot inventory to authorized recipients. Some centralized systems do not use Issue 

Transactions DS 867I for effecting issues; however, the method applied should show the issue of 

loan material for audit and accountability purposes. For a decentralized system, the DS 867I Issue 

Transaction, if created by other than the IMM, may be used. 

C14.8. SMCA FREEZE/UNFREEZE ACTION

 C14.8.1. Processing of DS 846R, Location Reconciliation Request, transactions such as 

mismatched location audit record reconciliation requests or material release denials (DS 945A, 

Material Release Advice) may require the SMCA to freeze and, when resolved, to unfreeze 

wholesale assets at a specific storage activity for a given stock or part number, ownership/purpose 

code, and SCC. 

 C14.8.2. When such freeze or unfreeze action is taken, the SMCA shall provide SMCA 

Freeze/Unfreeze Action Transaction (DS 846F, Ammunition Freeze/Unfreeze)) to the owning 

Component ICP for update of the ICP wholesale financial accountable records.